International Journal of Mechanical Engineering and Technology (IJMET)
Volume 10, Issue 04, April 2019, pp. 569–579, Article ID: IJMET_10_04_056
Available online at http://www.iaeme.com/ijmet/issues.asp?JType=IJMET&VType=10&IType=4
ISSN Print: 0976-6340 and ISSN Online: 0976-6359
© IAEME Publication
Scopus Indexed
EVALUATION OF THE IMPLEMENTATION
PROCESS AND SUPPORT ON THE VESTYNA
APPLICATION
Sucita Diayu Niranda Yani, Ahmad Nurul Fajar
Information Systems Management Department, BINUS Graduate Program-Master of
Information Systems Management, Bina Nusantara University Jakarta, Indonesia 11480
ABSTRACT
IT evaluation, especially the vestyna application, must be implemented properly so
that it has an impact on the company's achievement. The purpose of this study is to
evaluate the implementation process and support for the vestyna application at PT
XYZ. Measurements are made using the COBIT 5 framework with the Process
Assessment Model (PAM) method. From the measurement results it can be seen that
most of the capability levels of the vestyna application evaluation processes at PT XYZ
is at level 1 (performed). The target that the company wants against the level of
capability of these processes is at level 3 (established). Therefore, a recommendation
is made to improve these processes by referring to the best practices suggested by
COBIT 5. The main recommendations include regular communication between vestee
computers and partners to convey the values of each existing project, making a
Standard Operating Procedure (SOP) for the entire project from the type of project to
revenue calculation, periodic monitoring and reporting as well as documenting all
activities related to the application of the vesty to written and oral documents
Key words: IT Evaluation, PT. XYZ, Framework COBIT 5, Process Assessment Model
(PAM)
Cite this Article: Sucita Diayu Niranda Yani, Ahmad Nurul Fajar, Evaluation of the
Implementation Process and Support on the Vestyna Application, International
Journal of Mechanical Engineering and Technology 10(4), 2019, pp. 569–579.
http://www.iaeme.com/IJMET/issues.asp?JType=IJMET&VType=10&IType=4
1. INTRODUCTION
Rapid development leads to increased risk in developing innovation. A dynamic business
environment poses challenges for companies to adapt to maintain competitive advantage. The
determinant of competitive advantage for companies and organizations is how the company
runs the IT process in supporting its business. However, IT processes carried out by
companies are often not optimal. This can be due to the lack of governance and management
of IT in the company. PT XYZ is an information and communication company and a
complete telecommunications service and network provider in Indonesia. PT. XYZ claims to
be the largest telecommunications company in Indonesia. In an effort to transform into digital
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Evaluation of the Implementation Process and Support on the Vestyna Application
telecommunication company, PT. XYZ implements business strategies and operations that are
customer-oriented. One portal that supports the continuity of its infrastructure is the Investment Feasibity Analysis (Vestyna) application. Vestyna is an application based on the
standardization of management of Investment Feasibility Analysis of projects that have been
submitted by each Optima division retailer at PT XYZ. This application act as a place to
report on project work that will be done by partners of PT. XYZ. One of the main business
processes of PT. XYZ in the Optima division in the form of infrastructure development. With
the growing development of internet users, wifi and various other products at PT. XYZ,
business processes both implementation and support processes in the Optima division of PT.
XYZ is increasingly demanded to be able to meet the needs of customers. In its operations,
the process of implementation and support in the Optima division of PT. XYZ has supported
IT processes. With the increasing number of customers the development is also increasing so
that more and more are working with partners. Lack of communication is one of the causes
between partners and vestyna users. One of them is lack of coordination in the submission of
bill of quantity so that IT processes in implementation and support are increasingly ineffective
and inefficient, in addition to continuous data accumulation due to the absence of application
notification systems as workload constraints in the Optima Witel division. So that PT. XYZ
can achieve optimal levels in carrying out the implementation process and Vestyna support,
an analysis is needed to compile management and control of the Optima division with the aim
of adjusting the use of AKI in the implementation and support processes to align with existing
business needs. One framework that can be used to conduct analysis is COBIT (Control
Objectives for Information and Related Technology). COBIT is a guide that provides
measurement of the maturity of the IS / IT process and a collection of best practices to help
organizations achieve harmony between processes and business needs. The choice of COBIT
tools is good practice across a domain and framework, where there is a process and
presentation of activities that can be managed and are logical structures. COBIT 5 that
integrates the Val IT 2.0 framework, Risk IT, IT Assurance Framework and Business Model
for Information Security with COBIT 4.1. COBIT 5 is designed to provide a comprehensive
framework to assist companies in achieving the goals of governance and management of the
company's IT. The COBIT 5 Framework has a capability model that has been defined by
giving a multilevel measurement scale from Incomplete Process (0) to Optimizing Process
(5). Based on the COBIT 5 Framework, this study will discuss how high the Vestyna process
capability is currently using the COBIT 5 framework in the hope that it can provide
recommendations that are appropriate to the company's needs in adapting to the business
environment and optimizing the use of Vestyna.
2. LITERATURE REVIEW
2.1. COBIT Framework
The COBIT framework enables companies to achieve governance and management goals,
that is, to create optimal value from information and technology by maintaining a balance
between realizing benefits, managing risk and balancing resources. Based on these
definitions, COBIT is the most comprehensive and comprehensive standard as an IT audit
framework because it is developed continuously by professional auditors in almost all
countries. In addition, COBIT is an IT governance framework that aims to provide companies
and organizations the ability to create optimal IT processes by balancing risks, benefits, use of
resources, and ensuring that IT processes meet the standards set in achieving alignment
between IT strategies and business goals. COBIT 5 is designed to provide a comprehensive
framework to assist companies in achieving the goals of governance and management of the
company's IT. COBIT 5 is a governance and management framework for information and
related technology that starts from stakeholder needs related to information and technology
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[2]. This framework is intended for all companies, including non-profits and the public sector.
In COBIT 5 there are 37 processes included in the process reference model and consist of
governance and management processes in 2 main domains:
1. Governance with each process in the domain evaluate, direct and monitor (EDM) is
determined : Evaluate, Direct, Monitor
2. Management that is in line with responsibility for area plan, build, run and monitor
provides end-to-end IT management.
a. Align, Plan, and Organize
b. Build, Acquire and Implement
c. Deliver, Service and Support
d. Monitor, Evaluate and Assess COBIT Process Assessment Model
COBIT Process Assessment Model is an approach in COBIT which acts as a basis for
determining the maturity level of an IT process in a company [3]. COBIT El-Process
Assessment consists of two dimensions, namely the process dimension and the capability
dimension. Process dimensions are various IT processes in a company defined and classified
into the COBIT process category. Dimension of capability is the definition of a set of process
attributes grouped into the level of capability. Process Dimension uses COBIT 5 as a process
reference model. Process reference model is a defined process life cycle in COBIT 5. COBIT
5 provides definitions and textures that describe the relationships of each process. The
Capability Dimension provides a capability level in measuring the ability of a process in
achieving business goals. COBIT Process Assessment Model is an approach in COBIT which
acts as a basis for determining the maturity level of an IT process in a company. COBIT
Process Assessment Model consists of two dimensions, namely process dimensions and
capability dimensions. Process dimensions are various IT processes in a company defined and
classified into the COBIT process category. Dimension of capability is the definition of a set
of process attributes grouped into the level of capability. Process Dimension uses COBIT 5 as
a process reference model. Process reference model is a defined process life cycle in COBIT
5. COBIT 5 provides definitions and textures that describe the relationships of each process.
The Capability Dimension provides a capability level in measuring the ability of a process in
achieving business goals .At each process capability level COBIT 5, there is an rating rating
based on the percentage of requirements fulfilled which can be seen in table 1.
Table 1 Rating Level of COBIT 5
Rating
Description
Percentage
N
Not Achieved
0-15%
P
Partially Achieved
>15-50%
L
F
Largely Achieved
Fully Achieved
>50-85%
>85-100%
In order for the process to be categorized as a process capability level, the process must be
able to achieve a Rating L where 51-85% of the fulfillment of the conditions is reached.
Whereas in order for a process to proceed to the next level, the process must be able to
achieve an F Rating where 86-100% of the conditions are reached. The following is a list of
COBIT 5 processes that are measured and corrected along with explanations regarding each
process, namely:
1. EDM05 Process - Ensuring Stakeholder Transparency
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The description of the EDM05 process is to ensure the company's IT performance and
measurement of conformity and reporting are transparent, with stakeholders agreeing on the
objectives and metrics and corrective actions needed [4]. Ensure that communication to
stakeholders is effective and timely and the basis for reporting is set to improve performance,
identify areas for upgrading and confirm that objectives and strategies are related to
community strategies.
2. APO06 Process - Managing Budget and Costs
The description of the APO06 process is managing financial activities related to IT both in
business and IT functions, which include budgeting, management of costs and benefits, and
prioritizing spending through the use of formal budgeting practices and systems that are fair
and evenly allocated to companies [4]. Consult with stakeholders to identify and control total
costs and benefits in the context of IT strategic and tactical plans, and corrective action if
needed.
3. BAI01 Process - Managing Programs and Projects
The description of the BAI01 process is managing all programs and projects from the
investment portfolio in the whole with the enterprise strategy and in the longest way. Start,
plan, control and run programs and implementation projects and close with an implementation
review.
2.2. Previous Research
In 2017, research on the analysis of the maturity of the system product implementation and
support has been carried out by using the COBIT 5 framework and mapping ITIL v3 with
COBIT .Another study concluded that using the COBIT 5 framework rules in measuring and
evaluating IT governance processes, it can be seen that the level of capability of processes
related to IT governance is relevant to issues in the Plaza Toyota environment. In 2014, the
research entitled "Information Technology Governance Evaluation with the COBIT 5
Framework in the Ministry of Education and Culture: Case Study at the ESDM Center for
Data and Information Technology" has concluded that the determination of Capability Level
as a measure of respondents' answers from questionnaires made based on the COBIT 5
framework. Other research on IT governance guidelines and directs organizations as
relationship structures and processes. The COBIT framework is one of the main IT
governance frameworks that allows managers to reduce gaps related to technical issues,
control requirements, and business risks and communicate these levels of control to
stakeholders. COBIT enables the development of policies and practices for IT control
throughout the organization. COBIT is a business-oriented process and framework and the
process structure provides a comprehensive view of IT and decisions to be made about IT. In
2016, research on the E-Learning Capability Maturity Level in the Kingdom of Bahrain was
conducted, where the capability level does not only measure the level of capability of the IT
governance process but rather to measure e-learning capabilities using e-learning Maturity
Model (e-MM) .
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3. RESEARCH METHODOLOGY
The research methodology is described in figure below
Business Process Analysis
Mapping Problems to the COBIT Process 5
Selection of Respondents with RACI Chart
Measurement COBIT 5 of Capability Level Process (Current)
Measurement of Capability Level Target (To be)
Gap Analysis and Priorities of ImprovementCOBIT 5
Recommendations for Improvement
Evaluation Proposal for Recomendation of Improvements
Figure 2 Mind Map
In this data collection method, the author will do 3 ways, namely by observation,
interviews, and questionnaires. The facts collected in these ways are expected to be adequate
as input material is collected and subsequently analyzed. The data analysis method used in
this writing is to use a qualitative approach. Based on data collection that has been done
previously with the company, then the author will directly compare the compatibility of these
data with the guidelines provided by COBIT so that later the results can be used as
conclusions from this writing. The template summarizes the achievement of capability level
can be seen in table 2 below.
Table 2 Template Summary of Capability Level Achievements
Purpose
(Deskripsi mengenai tujuan dari proses tersebut)
Level 0 Level 1 Level 2
Level 3
Level 4
Level 5
Process (Name
PA PA PA PA PA PA PA PA
of Process)
PA 1.1
2.1 2.2 3.1 3.2 4.1 4.2 5.1 5.2
Rating
based on
percentage
Information:
PA = Performance Attribute
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The assessment of process level 0 capabilities is assessed only from the object of
assessment that undergo capability level that is being evaluated or not, then level 1 is done by
interviewing resource persons based on the components that have been formed and needed by
the assessor according to the process being evaluated, then at level 2 separate assessment
template that can be seen in the discussion section, at level 3 there is also a separate
assessment template and assessment by seeing whether each component in level 1 assessment
has its documentation and SOP, for level 4 there are also separate and final assessments for
level 5 process capability also follow the existing template. The calculation will be done with
the average formula as follows:
Capability Level = (0*y0) + (1*y1) + … + (5*y5)
Z
Information
yn (y0…y5) = Total of processes at level n
z = Total of processes evaluated
After obtaining IT processes that are prioritized for improvement, at this stage the process
practice and activity recommendations for each process will be determined to support the
achievement of the process objectives. Determination of process practice and activity
recommendations refers to the guidelines in the COBIT 5: Enabling Process.
4. RESULTS AND DISCUSSIONS
4.1. Business Process Results
In the business process using the vestyna application at PT XYZ as follows:
Figure 4 Flowchart Process of Application Vestyna
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4.1. Measurement COBIT 5 of Capability Level Process (Current)
The process of measuring or assessing Capability Level is carried out on 3 IT Processes that
have been predetermined based on COBIT 5 mapping Vestyna application and writing scope.
In the process of measuring the Vestyna Application Capability Level, each process is
examined in stages whether the process has fulfilled the requirements that must be met at each
level, starting from level 1 to level 5. In the initial stages of measurement, the measurement of
the company's condition first this (as is) is done through a questionnaire process. In
understanding the grouping of questionnaire assessments, the interval values for the results
obtained are given, as shown in table 3 below:
Table 3. Value Intervals for Governance Capability
Capability Index
Capability Level
Status
0 – 0,49
0
Incomplete
0,50 – 1,49
1
Performed
1,50 – 2,49
2
Managed
2,50 – 3,49
3
Established
3,50 – 4,49
4
Predictable
4,50 – 5,00
5
Optimizing
In addition, there are provisions in the category from the results of assessments at each
level, namely a process that only reaches the Largely Achieved (L) category with a range of
values ranging from 50-85% or Fully Achieved (F) with a range of 85-100%. it is at a level of
capability. However, if you want to continue the assessment to the next level of capability, the
process must reach the Fully Achieved (F) category first.
1. From the results of the capability level assessment, the Ensure Stakeholder Transparency
(EDM05) process is at Level 2, because this process only gets Largely Achieved status at
83.4%, so this process cannot be continued to Level 3 because the minimum limit is 85 %.
2. From the capability level assessment analysis, the Manage Budget and Costs (APO06)
process is at Level 1, because this process only gets Largely Achieved status at 75%, because
it does not reach the Fully Achieved category (85-100%) then the APO06 process is not
continued measurement for level 2.
3. From the analysis of capability level assessment, the process of Manage Programs and
Projects (BAI) is at Level 1, because this process only gets Largely Achieved status at 80%,
because it does not reach the Fully Achieved category (85-100%), the BAI01 process does not
continued measurement for level 2.
The results of the assessment of the current capability level based on the relevant COBIT
5 process can be seen in table 4 below:
Table 4 Assessment Results of COBIT 5 Capability Level Process (current)
Processes of
COBIT 5
Capability Level Process
0
1
EDM05
APO06
BAI01
2

3
5
Managed


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4
Capability Level
Performed
Performed
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4.2. Measurement of Capability Level Target (To Be)
Target level capability is the hope that each stakeholder wants to achieve in an organization or
company within a certain period of time by considering the previous conditions, current and
future projections. Organizations or companies set a capability level target based on benefits
obtained with minimal costs and that target is possible. The costs referred to in this case are
not only about the costs but also the availability of adequate resources, procedures, and tools
to achieve these targets. Besides Cost, organizations also consider the impact of the process
on business objectives. In this case, it is necessary to consider how IT facilities support the
impact given to achieving the company's business targets. In determining the target, the
author uses interview techniques to parties related to the IT division.
Table 5. Assessment Results of COBIT 5 Capability Level Process (Target)
Processes of
COBIT 5
0
EDM05
APO06
BAI01
Capability Level Process
1
2
3
4
5



Capability Level
Established
Established
Established
4.3. Gap Analysis and Priorities of Improvement COBIT 5
After getting the current capability level (as is) and determining the level of the target
capability to be achieved (to be), the next step is the gap analysis of the capability level of
selected COBIT 5 processes and determining the priority of repairs. Gap analysis is carried
out to determine the distance between the current condition (current) with the expected
condition (target) and what efforts should be made for recommendations for improvement.
Analysis is done by comparing the current level of capability and expected level of capability.
In addition, in order to prioritize improvements, processes with lower or more easily attained
gap levels will be prioritized for improvement. Priority improvements are also made the
magnitude of the impact of these processes on the organization or company. Gap value level
capability can also be seen in each COBIT 5 process in table 6 below:
Table 6. Gap Analysis of COBIT 5 Capability Level
Processes of COBIT 5
Code of
Process
Level
Capability
(Current)
Process Description
EDM05 Ensure Stakeholder Transparency
APO06 Manage Budget and Costs
Manage Programmes and
BAI01
Projects
Gap Analysis
Capability
Level
2
1
Level
Capability
(To Be)
3
3
1
3
2
1
2
4.4. Recommendations for Improvement
To increase the level of capability in COBIT 5 processes to the expected capability level, the
process must be equipped with activities in accordance with the standards set by COBIT 5.
Recommendations are suggestions given by the author to users of vestyna applications for the
purposes of improving IS / IT governance. This suggestion is obtained based on the results of
the analysis of each process by comparing the current condition (as is) and the target to be
achieved (to be) so that the gap analysis is obtained. Gap Analysis is the parameter for the
author in making recommendations for improvement. The following are recommendations
suggested by the author to improve each of these processes.
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1. Recommendations for Improving the EDM05 Process
Based on the results of the measurement of capability level in the EDM05 process, the
condition of the capability level is currently at Level 2 and is targeted to be at Level 3. The
suggested recommendations are increased transparency between computers and regional
(stakeholders) by conducting regular meetings and coordination meetings. Monitor the
devolution of each project work between the vestyna application and the regional to ensure
there is no delay and transparency of funds for the next one year
2. Recommended APO06 Process Improvements
Based on the results of the level capability measurement in the APO06 process, the
condition of the current capability level is obtained at Level 1 and is targeted to be at Level
3. The recommended recommendation for achieving the expected capability level in the
APO06 process is to make an SOP for investment feasibility analysis, for documentation of
the SOP for the vestyna application that has been defined and reviewing work results
related to project management, and making improvement plans for AKI for each target that
has not been achieved by each partner.
3. Recommendations for BAI01 Process Improvement
Based on the results of the level capability measurement in the BAI01 process, the
condition of the capability level is currently at Level 1 and is targeted to be at Level 3. The
recommended recommendation is to make the project SOP in accordance with project
needs that can be monitored and evaluated, documenting the entire project as a stage
evaluation for the next project, and regular communication between the vestee computer
and partners to convey the values of each existing project.
4.5. Evaluation Proposal for Recomendation of Improvements
After the stages of making recommendations for improvement, the author evaluates the
proposal to what extent the company's stakeholders accept the suggestions made by the
author. The recommendation will be tested through the questionnaire stages to 12
predetermined respondents. Recommendations from each process specified are poured into
the questionnaire and then distributed for data retrieval. Then, the results of the questionnaire
are calculated and analyzed to determine the level of acceptance of recommendations. The
options given as the test scale are:
Table 7. Testing Scale for Recommendations of Improvements
Code
Acceptance Level
STS
Very Disagree
TS
Disagree
RR
Doubtful
S
Agree
SS
Very Agree
Lowest Score: 1*12*3 = 36
Highest Score: 5*12*3 = 180
The following is a summary of the questionnaire for testing
improvements in COBIT processes.
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Score
0 - 36
37-72
73-109
110-146
147-183
recommendations for
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Evaluation of the Implementation Process and Support on the Vestyna Application
Table 8. Summary of Recommendation Testing Questionnaire
Respondents
R1
R2
R3
R4
R5
R6
R7
R8
R9
R10
R11
R12
Total
Processes of COBIT 5
EDM05
APO06
BAI01
4
5
4
3
4
4
4
5
4
4
5
3
5
4
4
4
3
4
4
5
5
4
4
4
3
5
5
4
4
5
4
5
4
4
4
5
47
53
51
Grand Total
151
The following is the formula for calculating the grand total from the sum of the results of
the proposed evaluation for the recommendations of each determined COBIT 5 process.
Grand Total = Addition to the Total Value of Each COBIT 5 Process Grand Total =
47+53+51= 151 (Very Agree)
Percentage of Perception 12 respondents = 151/180*100% = 83,9%
From the results of the testing of the recommendations for improvements above, the
calculation results are obtained, namely obtaining a score of 483 with acceptance at the SS
level. From these results the authors draw the conclusion that the proposed improvement
recommendations are accepted by stakeholders in the category "Very Agree" with a
perception percentage of 83.9%.
5. CONCLUSIONS
From the results of the analysis related to the evaluation of the implementation process and
support for the Vestyna Application at PT. XYZ, it can be concluded that:
1. The selected COBIT 5 Area Process and those that are relevant to the problems of the
vestyna application in PT XYZ have 3 processes, namely the EDM05 (Ensure Stakeholder
Transparency) process, APO06 (Manage Budget and Costs), and BAI01 (Manage Programs
and Projects).
2. By using the COBIT 5 framework rules in measuring and evaluating the implementation
process and support for the vestyna application, it can be seen that the level 1 of the processes
relevant to this problem is performed (process) in 2 processes (APO06 and BAI01) and level
2 (managed) as many as 1 process (EDM05). If it is concluded, most of these processes
indicate that the current level of capability (as is) is at level 1 (performed).
3. The results of the measurement of COBIT 5 processes indicate that the application of the
vestyna in PT XYZ has not been maximized in implementing the steps of best practices that
should be present in the application of IT governance. Most of the IT governance processes
have not been implemented properly, proven by there still many work products from the
process that have not been produced. When viewed from the current conditions, the vestyna
application of PT XYZ is still very minimal in monitoring issues and documentation for each
activity and process.
4. The target capability level expected by the company is at level 3 (established). Analysis gap
shows that most COBIT 5 processes have a gap of 2 levels. Therefore, to achieve the expected
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target, a recommendation is made to improve these processes by referring to the best practices
suggested by COBIT 5. The main recommendations include regular communication between
the vestee computer and partners to convey the values of each project existing, making
Standard Operating Procedures (SOPs) for the entire project from the type of project to
revenue calculation, periodically monitoring and reporting and documenting all activities
related to the application of the vesty to written and oral documents.
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